Model-Driven Auto-fill tasks upon selecting a group and saving the form

(0) Share

Report

Posted on by EBMRay

1,710

Hello,

I want to know the most effective approach to build the following scenario:

I have a table where I feed the data with a group name (for example, IT Technical).
Another table is about creating tasks and allocating them to a group (Example: IT Technical, Task 1, Prepare laptop, Task 2, Setup printer, Task 3, Install Teams, etc..)
In the last table, upon selecting the group name and saving the record in a grid-view it should automatically add those tasks without asking the user to add the tasks one by one.

Below is a sample:

Screenshot 2022-09-26 235309.png

To achieve the above, should I go for a plugin or a Power Automate workflow? Can I show up a notification while it is adding the tasks if it is an async process?

The last question, is it possible from the last table before saving the record that if I selected the group I can see the related tasks related to it in a View? Should it be a PCF or can it be done in another way to show up the tasks related to the group before saving?

Any suggestions and help are highly appreciated.

Thank you.

Categories:

Microsoft Dataverse with Power Apps

I have the same question (0)

All responses (4)

Answers (0)

Drew Poggemann 9,287 Most Valuable Professional on at

Like (1)

Report
Hi @Julien2 ,

Looking at your model, I am wondering if there is actually one more level above this like "New Employee Onboarding" that could have tasks defined to multiple groups? I would think of this as the Business Function that is being completed.

If this is the case you might have a group of tasks that get completed by IT Technical, some by Facilities, etc. and each of these tasks but they are also assigned the group as mentioned.

I have had to do this in the past in multiple projects and have come up with "low-code" ways to accomplish so I did not need to create plugins. Please see approach below and hopefully one of them help you accomplish your need. I am sure others will have alternate approaches.

Power Automate

I would create a Power Automate Flow that would kickoff on the status of the "Business Function" and when this is changed to that status (something like "Build Process").

The Power Automate Flow would actually create all the records related to it based on the tasks and group assignment that would be setup under the Business Function.

In my past projects I would also assign ownership of the records based on rules defined in the task templates as well and assign the records to specific teams / queues for processing.

After all records are created, the last step in the Power Automate flow would be to mark the status of the business process to "Ready to Execute" or something like this to identify that it was completed with the setup.

Of course you could have the flow email or create other notifications as well if required but this has worked for me in the past.

At this point I would have all the steps created for the onboarding of the employee that would be across the different teams.

Note, one project I had was more complex than this and had a business process flow setup on the parent table ( business function) that would only create the tasks when it was at the appropriate stage in the process and I even had previous / next tasks that would automatically activate the next task when prior was completed. This was a bit more complicated but needed to be done to only create the tasks when "ready" and activate them for the users at that time to complete.

Hope this helps in some way!

Was this reply helpful? Yes No
EBMRay 1,710 on at

Like (0)

Report

Hello @dpoggemann ,

Thank you for your suggestion.

This is exactly the case with employee onboarding after the hiring process is completed.

In addition, we have a setup table where we assign the related users for each task which definitely notifies the related users when the tasks are assigned under “Task Activities”.

Power automate will make it much easier to generate the tasks automatically and I will go with this option.

The project that you had is advanced and complex but it has a very nice idea to change stages of the BPF through the flow based on the stage that is active and I believe that can be also done through Cloud flows.

I am still wondering how I can display a preview of the tasks related when I select the related group before saving the record. Do you have any option on how to display/fetch these data related to the group before saving? A custom PCF control can achieve this, or is there a simpler way?

Once again thank you for your assistance.

Best regards,
Julien

Was this reply helpful? Yes No
Drew Poggemann 9,287 Most Valuable Professional on at

Like (1)

Report

Hi @Julien2 , What about an embedded Canvas App or even a Custom Page in your model app for this? Either of these should help you accomplish that desire.

Was this reply helpful? Yes No
EBMRay 1,710 on at

Like (0)

Report

Hello @dpoggemann ,

I will try it to see if it will be an effective solution if I use an embedded canvas within the form on New Mode or a button in the ribbon which will be displayed on the New form mode, launch the custom page and filter the records based on the group selected in the form context.

Thank you,

Julien

Was this reply helpful? Yes No